Executive Virtual Assistant

Job Overview
We’re currently looking for an Executive Assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations
Responsibilities and Duties
Manage to schedule for company executive(s)
Draft, review, and send communications on behalf of company executive(s)
Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
Answer and respond to phone calls, communicate messages and information to the executive
Prioritize emails and respond when necessary
Maintain various records and documents for company executive(s)
Act as the point of contact among executives, employees, clients, and other external partners
Manage information flow in a timely and accurate manner
Manage executives’ calendars and set up meetings
Format information for internal and external communication – memos, emails, presentations, reports
Take minutes during meetings

Job Description
Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.
Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO’s needs in advance of meetings, conferences, etc.
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
Provide “gatekeeper” and “gateway” roles, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflows and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization.
Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Supervise IT, consultants. Prepare budget recommendations.
Provide event management support as requested.
Invest in building long-lasting relationships both externally and internally.
Other projects/duties as assigned for the overall benefit of the organization.

Qualifications
2 years of VA experience
Outstanding organizational and time management skills
Excellent verbal and written communication skills
Discretion and confidentiality
Ability to pay attention to detail
Ability to multitask
Proven experience as an executive assistant or other relevant administrative support experience
A proactive approach to problem-solving with strong decision-making skills
Daily tasks include
Producing timelines and reviews of projects
Researching new business ventures or projects
Email Marketing and Automation
Social Media Management
Calling in Support for Software, Systems, and Vendors
CRM management and updates
Training team members
General support with all platforms and systems
Shift
Official work shift 7 am – 4 pm PST (flexibility available depending on client needs)
Onboarding 8 am-12 pm PST